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HomeMy WebLinkAbout12052019 Agenda Review SessionAGENDA REVIEW SESSION DECEMBER 5, 2019 364 The Agenda Review Session of the Board of Public Works was convened at 10:33 a.m. on December 5, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik, and Therese Dorau present. Board Members Laura O'Sullivan and Genevieve Miller were absent. Also present was Attorney Clara McDaniels. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. Mr. Gilot noted the removal of 3.F., Bid Opening for the Sale of City Property at 901 E. Miner St. from the agenda. Board members discussed the following item(s) from the agenda. - Software Subscription — DroneSense, Inc. Mr. Shawn Delahanty, IT Department, stated this software is for public safety and has been demoed by Fire and Police. - Software License Agreement — Zencity Technologies US, Inc. Mr. David Finley, IT Department, explained this is a tool already used for data collection of social media and news channels for analyzing sentiments and comments. He noted it assesses positive and negative feedback. Ms. Dorau asked if it is used for specific projects. Mr. Finley stated there are just general topics at this time with the focus on four (4) areas including Police, Fire, Neighborhoods, and VPA. - Business Associate Agreement, and Confidentiality Agreement — enFocus Attorney Elliot Anderson stated the original HIPAA provision didn't take into account Firefighter cancer rates. This evaluates data for the NIOSH grant for cancer issues. It was explained that the NIOSH grant gives an opportunity delve into cancer in relation to Firefighters and evaluates the risk; methods for reducing the risks; and translates the methods into research to reduce the risk. Mr. Gilot noted he is a Board member of enFocus but has no financial interest in this agreement, nor receives any benefits from it. - Amendment to Agreement — ASAP Towing & Recovery Tim Lancaster and Mark Dollinger, Police Department, stated they are submitting a request for a ninety (90) day extension for the current contract while putting together a Request for Proposals. Ms. Maradik questioned what changes the amendment addresses, other than the time extension. Mr. Lancaster stated the record keeping is amended. Attorney Geovanny Martinez noted the current contract went through the Board in 2016, and all legal procedures were followed and brought through the Board. He noted the extension is to allow for another RFP process, and if more time is needed, the Police will come to the Board to request that. He stated the record keeping addressed in the amendment is to make sure ASAP follows record keeping standards, not binding the city as the responsible party for the record keeping. He explained the current contract places the responsibility on the city, but that was never the intent. - Insurance Consulting Agreement - Gibson Mr. Ben Dougherty, Administration and Finance, stated although the City is self -insured, they contract with Gibson as a consultant for guidance with managing their health plan. - Actuarial Services Agreement — Cavanaugh MacDonald Consulting Mr. Dougherty informed the Board the state selects a firm for the city and the city contracts with them to determine what their existing liabilities are. He noted they have worked with the same firm for the last year and have no concerns with them. Administrative Services Agreement — JWF Specialty Company Mr. Dougherty stated the city has a three (3) year contract with JWF that expires at the end of the year. He noted they pursued other firms but found JWF is head's above the others as cost effective with what they offer. He noted there is a small reduction in the fee this year. Mr. Gilot asked if the city gets a benefit on worker's compensation as they increase technology and reduce human risk. Mr. Dougherty stated we find there are a lot of variables with different risks, and the costs have increased with varying risks. Mr. Eric Horvath, Public Works Director, noted the Public Works accident numbers have been down significantly since the arms were added to the trucks for trash collection. - Lease — South Bend Heritage Mr. Antonius Northern, Community Investment, stated this lease is for Americorps personnel and will be used for community engagement meetings and administrative space. He noted the cost is $6,000 per year, the not to exceed amount of $18,000 is for the three (3) year term of the agreement. Award Proposal and Agreement — Olive Street Road Reconstruction Ms. Alicia Czarnecki, Engineering, stated the proposals received by the Board were reviewed and recommended by city engineers and approved by INDOT. She explained the agreement with HWC Engineering for the project is about 11.5% of the total project budget. AGENDA REVIEW SESSION DECEMBER 5, 2019 365 Change Order — 315 & 319 W. Jefferson Exterior Renovations Mr. Zach Hurst, Engineering, informed the Board this change order is due to unforeseen conditions in the brick fagade, that became apparent during the power washing of the bricks. He noted some of the bricks and mortar came down during the power washing and needed repair. - Public Improvements Agreement — Bald Mountain, LLC Mr. Hurst stated Bald Mountain is using TIF funds for public right-of-way improvements in place of a performance bond for 201 S. Main St. He noted Bald Mountain will then reimburse the city for $15,574. - Traffic Control Devices -Triangle Neighborhood Ms. Theresa Harrison, Engineering, stated looking at the criteria of the Ordinance regulating residential parking zone establishments, the requirements are that 25% of total spaces available on the public streets be occupied by non-residents, and at least 75% of the total parking spaces in the residential area be occupied by motor vehicles. She distributed documentation of the study with a chart and noted the yellow bars are where more than 25% of vehicles are nonresidents. She noted that criteria were met for most areas, but the green bars for total occupancy of 75% of the spaces criteria isn't met. She stated also almost all of the homes have garages and driveways and they found only two (2) resident's cars parked on the streets during the study. Mr. Gilot asked if they might talk to Kite Realty suggesting the public use the parking garages. Mr. Horvath noted the residents already did talk to them and they tried it, but Kite had issues with the residents with cars parking in the garages and the commotion they were creating. The Board discussed putting more pressure on the businesses bringing in the crowds causing the problems to resolve the issue of the neighborhood. PRIVILEGE OF THE FLOOR Mr. Jay Lauer stated he is an attorney for Vie's Towing. He stated his client would like to request the City towing contract be put up for bid, noting it has been renewed with ASAP Towing for the last several years. He suggested also the Board may want to consider two (2) providers to provide better service. He stated his client is interested and willing to comply with all of the city's regulations. He noted his client has an array of tow trucks, including large ones for semis; has storage capacity; and currently does towing for the State police and the casino police. He added they are required to and do keep accurate records. He stated they are asking the city to consider the current contract be put up for bid and consider two (2) providers. Mr. Gilot responded we are already putting together a Request for Proposals, adding it takes some time to put that together. He stated we are opening it up. Ms. Maradik explained we are approving a short-term extension to ASAP while the RFP is put together. Ms. Dorau stated we can pass your suggestions on to the folks that are putting that together. Mr. Lauer thanked the Board. Ms. Becky Badders with ASAP Towing introduced herself. She stated she came to the meeting to answer any questions the Board might have, due to an article in the South Bend Tribune. Mr. Gilot stated he had no questions. Ms. Badders stated she received questions from the news reporter that had false information and she refused to answer them. Attorney McDaniels reminded attendees that this is a public meeting, and anything that is said becomes public record and is subject to APRA requests. Ms. Dorau stated she thinks the Board is comfortable with the process going forward. Ms. Badders asked if this extension and public bid opening is due to the South Bend Tribune article. Mr. Gilot stated no. No other business came before the Board. Upon a motion by Mr. Gilot, seconded by Ms. Maradik and carried, the meeting adjourned at 11:22 a.m. BOARD OF PUBLIC WV RKS ary A. 1 ot, Presi nt A. Maradik, Member Therese J. D au, M mber Genevieve E. Miller, Member E AGENDA REVIEW SESSION DW.UMBER 5 2019 366 aura L. O' Sullivan, Memb ATTEST: nda M. Martin, Clerk REGULAR MEETING DECEMBER 10, 2019 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, December 10, 2019, by Board President Gary A. Gilot, with Board Members Elizabeth Maradik and Therese Dorau present. Board Members Genevieve Miller and Laura O'Sullivan were absent. Also present was Board Attorney Clara McDaniels and Clerk of the Board Linda Martin. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Maradik, seconded by Ms. Dorau and carried, the minutes of the Agenda Review Session, Regular Meeting and Claims Meeting of the Board held on November 21 and 26, and December 3, 2019, were approved. APPROVE 2020 BOARD OF WORKS MEETING SCHEDULES Upon a motion by Ms. Maradik, seconded by Ms. Dorau and carried, the Board approved the meeting schedules for the 2020 Claims Review, Agenda Review, and Regular Meetings. OPENING OF BIDS — RIVER WALK FROM BEYER STREET TO HOWARD PARK PROJECT NO. 117-083A (PARK BOND D & LIABILITY INSURANCE) This was the date set for receiving and opening of sealed bids for the above referenced project. The Clerk tendered proof of publication of Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: WALSH & KELLY, INC. 24358 State Road 23 South Bend, IN 46614 Bid was signed by: Dustin P. Hilary Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted :p Division 1 Total River Wall Repair $740,000.00 Division 2 Total Upper Walk $1,716,000.00 Division 3 Total Lower Walk $743,000.00 TOTAL BID $3,199,000.00 NORTHERN INDIANA CONSTRUCTION COMPANY INC. PO. Box 1333 Mishawaka, IN 46546 Bid was signed by: David J. Walorski Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted MI-0 Division 1 Total Wall Repair $1,107,395.00 Division 2 Total Upper Walk $1,880,302.34 Division 3 Total Lower Walk $638,804.00 TOTAL BID $3,626,501.34 RIETH-RILEY CONSTRUCTION, INC. 25200 State Road 23 South Bend, IN 46614 Bid was signed by: John A. Yadon Non -Collusion, Non -Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted